Apologies were received from Cllr Squirrell with Cllr Quirk in attendance as substitute; and under Overview and Scrutiny procedure rule 1.3 Cllrs Kerslake and Sleep were precluded from the meeting with Cllrs Hossack and Sanders  in attendance respectively.    

The minutes of the Audit and Scrutiny Committee meeting held on 27^th January 2015 were approved and signed by the Chair as a correct record. 

A call-in request under Part 4.4 of the Constitution, has been received and validated by the Monitoring Officer. (Report to Follow)

Cllr Hossack was invited to present the reasons for the call in followed by Cllr Aspinell as representative of the decision taking committee.   

The meeting was also attended by 6 witnesses who spoke for a maximum of 3 minutes each followed by a question and answer session based on their participation at the Asset and Enterprise Committee on Hutton Community Centre on 18 February 2015.   

A motion was MOVED by Cllr Clark and SECONDED by Cllr Quirk to receive recommendation 2.1 in the report (To allow the decision to be implemented without further delay). 

Following a discussion a recorded vote was requested in accordance with Rule 9.5 of the Council’s Procedure Rules. Members voted as follows:

FOR: Cllrs Barrett, Clark, Chilvers, Quirk (4)

AGAINST:  Cllrs Mrs Hones, Hossack, Dr Naylor, Ms Sanders (4)

On the casting vote of the Chair the MOTION was CARRIED that:

1.  The decision by the Asset & Enterprise Committee (18 February 2015) be implemented without further delay.  (That delegated authority be granted to the Strategic Asset Manager after consultation with the Chair of Asset and Enterprise Committee to negotiate and enter into a lease of the Hutton Community Centre with Essex Boys and Girls Clubs). 

REASON FOR DECISION

To comply with Part 4.4 of the Council’s Constitution – Overview and Scrutiny Procedure Rules.

The Audit Plan before Members set out how Ernst & Young intended to carry out their responsibilities as the Council’s External Auditor. 

The plan summarised the initial assessment of the key risks driving the development of an effective audit for the Council, and outlined the planned audit strategy in response to any risks. 

A motion was MOVED by Cllr Clark and SECONDED by Cllr Barrett to receive the recommendation in the report.

A vote was taken by show of hands and it was RESOLVED UNANIMOUSLY that:

1.  Members received and noted the content of the reports.

REASON FOR DECISION

The Audit Plan informs the statutory audit opinion.

The report outlined the proposed work programme for Internal Audit for 2014-17, including the operational plan for 2015/16.

A motion was MOVED by Cllr Clark and SECONDED by Cllr Barrett to receive the recommendation in the report.

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

1.  The Committee approved the Internal Audit Plan for 2014-17 and the Operational Plan for 2015/16.

REASON FOR DECISION

To approve the work programme for Internal Audit for 2014-17, including the Operational Plan for 2015/16.

The report detailed the progress to date against the internal audit plan that was agreed by the then Audit Committee in March 2014.

The report also included an update on the progress of the implementation of the recommendations raised by the previous internal auditors and the progress of implementation of recommendations raised in the current year.

A motion was MOVED by Cllr Clark and SECONDED by Cllr Hossack to receive the recommendation in the report.

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

1.  The Committee received and noted the contents of the reports. 

REASON FOR DECISION

To monitor the progress of work against the internal audit plan.

The Charter was a requirement of Public Sector Internal Audit Standards (PSIAS).  It formally defined internal audit’s purpose, authority and responsibility.  It also established the position of the internal audit within Brentwood Borough Council and defined the scope of internal audit activities.

The Charter was presented to the Committee in March 2014 and had been updated for 2015/16.

A motion was MOVED by Cllr Clark and SECONDED by Cllr Barrett to receive the recommendation in the report.

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

1.  The Committee noted and approved the Internal Audit Charter for 2015/16.

REASON FOR DECISION

The Charter is a requirement of Public Sector Internal Audit Standards (PSIAS). It formally defines internal audit’s purpose, authority and responsibility.

Councillor Kerslake will refer the following matters to the Committee:

a)    The Appointment of an Interim Chief Executive and Designation as Head of Paid Service (Ordinary Council 4 February Minute 442)

b)    Revenues and Benefits – Shared Services Partnership (Finance and Resources Committee 11 February Minute 453)

The following referrals were made to the Committee under Regulation 6 of the Local Authorities (Committee System) (England) Regulations 2012 by Cllr Kerslake:

a)    The Appointment of an Interim Chief Executive and Designation as Head of Paid Service (Ordinary Council 4 February Minute 442).

b)   Revenues and Benefits – Shared Services Partnership (Finance and Resources Committee 11 February Minute 453).

Councillor Kerslake was off the opinion that Members were not adequately furnished with sufficient relevant information in order to make informed decisions.  

A motion was MOVED by Cllr Clark and SECONDED by Cllr Hossack.

A vote was taken by a show of hands and it was RESOLVED that:

1.    The Scrutiny Work Programme be amended to include officer reports on the referrals of (a) Appointment of an interim Chief Executive; and (b) Revenues and Benefits – Shared Services Partnership in consultation with Cllrs Clark and Kerslake. 

The Committee to agree its work programme with regard to item 7.

The Audit and Scrutiny Committee was invited to consider its 2015/16 scrutiny work programme. 

The Chair invited Cllr Kerslake to comment  on whether the Brentwood Community Transport item he had put forward should be withdrawn from the work programme due to the workload of the Committee.  Cllr Kerslake concurred. 

Cllr Clark put forward  a new item for consideration on the work programme for the creation of a Task and Finish Group to investigate Member engagement with the press with regard to the Member Code of Conduct and the reputation of the Council, following a recent article in the national press.  

A motion was MOVED by Cllr Clark and SECONDED by Cllr Barrett to receive the recommendation in the report.

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

1.  The Audit and Scrutiny Committee agreed its scrutiny work programme 2015/16 to include:

a)    An officer report on the Appointment of an Interim Chief Executive and Designation as Head of Paid Service (Ordinary Council 4 February Minute 442)

b)   An officer report on the Revenues and Benefits – shared Services Partnership (Finance and Resources Committee 11 February 2015 Minute 453)

c)    The creation of a task and finish group to consider member engagement with the press with regard to the Member Code of Conduct and the reputation of the Council.

d)   The withdrawal of the Brentwood Community Transport item

REASON FOR DECISION

To enact the provisions of Part 4.4 of the Constitution that the Audit and Scrutiny Committee agrees its scrutiny work programme at each meeting of the Committee.

An item of business may only be considered where the Chair is of the opinion that, by reason of special circumstances, which shall be specified in the Minutes, the item should be considered as a matter of urgency.

There was no urgent business to consider.

The meeting concluded at 22.40.